[Pols-announce] Fw: New SSC person, FY End Deadlines

[Pickerel, Linda M.]

A couple announcements.  We have a new Shared Services Center person, for finance stuff, like travel.  It is Anya Waters.
Also, note below and attached some of the fiscal year cutoffs      Thanks, Linda
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To: Pickerel, Linda M. <lpicke at ku.edu>
Subject: FW: FY End Deadlines


Good morning,

I just wanted to make sure you were aware of the upcoming end of the fiscal year deadlines.

Best,

Anya

Anya Waters (she,her,hers)

Accounting Specialist

Strong Hall Shared Service Center

anyawaters at ku.edu<mailto:anyawaters at ku.edu> | 785-864-9113



Please consider the environment before printing this email.

From: College Dean's Office <clasdean at ku.edu<mailto:clasdean at ku.edu>>
Sent: Tuesday, May 24, 2022 10:35 AM
To: College Chairs & Directors <college_chairs_directors at ku.edu<mailto:college_chairs_directors at ku.edu>>
Cc: Williams, Karla <kkw at ku.edu<mailto:kkw at ku.edu>>
Subject: FY End Deadlines



Dear All:



Please see the upcoming FY Deadlines below.  In addition, I have attached a document you can share with your unit as needed.  Our team is processing items as quickly as we can and it is imperative that these deadlines are followed to ensure everything can be processed prior to FY End.



We want to provide additional clarification on the 2022 Fiscal Year Reminders email that was recently sent to departments from Katrina Yoakum, Craig Alexander, and Gina Cregg. Several deadlines were provided in that document that we would like to emphasize.



Invoice Payments & Travel Expense Reimbursements:



Friday, June 3 - (For payments that must be received by supplier/traveler by June 30). Departments must submit all documentation for payment to their SSC in order for the supplier/traveler to receive payment by June 30.  SSCs and department approvers will have until June 10 to submit and be approved in FITC/Concur. Not submitting documentation to the SSC by June 3 greatly increases the risk that the supplier/traveler will not receive payment before June 30.



Friday, June 17 - Departments must submit all invoice documentation to their SSC for processing in order to be initiated in FITC and posted against FY22 budgets.



Please note - If transaction is initiated (by SSC) and approved in FITC between June 3 and June 30, these transactions will be posted on your FY22 budget but payment may not be issued to supplier by June 30.



FY23 transactions should not be entered into FITC prior to Tuesday, July 5, 2022.



Internal payments (KUINT):

Friday, June 3 – DARBI and Legacy invoices must be submitted to the SSC for payment.  Departments must approve by June 10 so payment can be receipted/deposited to post on the FY22 budget.



Purchase Orders:



Friday, June 17 - In order for the SSC to meet the June 27 deadline, departments must submit all purchase requisition/purchase order documentation for processing to their SSC by June 17. This will ensure purchase orders will post against FY22 budgets. Any purchase requisitions/purchase orders not approved by June 27, will be processed and posted in FY23.



Please note - SSCs may request an earlier deadline for purchases that require additional approvals or steps.





P-Cards:



Thursday, June 9 - Pcard cycle deadline. Some suppliers do not post pcard transactions for several days so we encourage departments to make purchases even earlier in June to better ensure expenses post to FY22 budgets.



Friday, June 10– Departments must submit all credit card receipts and documentation to their SSCs for the June statement.



Please note - Departments may continue to charge expenses on their pcards after June 9. These transactions will be posted as FY23 expenses. If an order needs to be placed or an invoice paid but departments CANNOT use FY22 funds (maybe they are exhausted), departments may need to utilize pcards following the June 9 statement close date.



Budget Transfers:



Friday, June 3 – All budget transfers must be submitted to the SSC.  SSC will then submit transfers to the respective budget offices (KU or KUCR) for FY22 by the June 3 deadline.



Friday, June 10 – Pending Budget Transfers – Budget office will delete all budget transfers that remain in pending status.



Accounting Changes and JRCs:



Friday, May 27 - In order for the SSC to meet the June 13 deadline, departments must submit all accounting changes (JRCs) documentation for processing to their SSC by May 27. This will ensure JRCs are submitted by the SSC to Accounting Services for processing.







Thank you for your attention to these deadlines so that we can ensure a successful end of year process. If you have any questions regarding these dates, please reach out to your SSC staff or manager.

Karla Williams
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